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Staff meeting agenda

45 minutes 7 blocksFree Free template

A 45-minute staff meeting: a two-minute check-in poll, wins and shout-outs, updates by exception, one real discussion topic and actions with owners.

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Free to use and to run live. No card needed.

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45 min · 7 blocks, drawn to scale Fits exactly
  1. Check-in poll: how's the week going?, 2 minutes 2
  2. Wins and shout-outs, 6 minutes 6
  3. Actions from last meeting, 4 minutes 4
  4. Updates by exception: only what needs a reaction, 8 minutesInfo 8
  5. One discussion topic, 15 minutesDiscuss 15
  6. What we decided and who owns it, 5 minutes 5
  7. Actions, owners and dates, 5 minutes 5
011233445 min
  1. +0′Check-in poll: how's the week going?How is your week going?Tip: Show the result and say one sentence about it. Lots of stretched answers is worth a follow-up after the meeting.2 minVote
  2. +2′Wins and shout-outsA win or a shout-out from the past weekTip: Read four or five aloud, including one from a quieter corner of the team.6 minCheck-in
  3. +8′Actions from last meetingTip: Done, in progress or stuck. Stuck items get help, not blame.4 minFollow-up
  4. +12′Updates by exception: only what needs a reactionTip: Everything else went out in writing before the meeting. If an update doesn't need a question or a decision, it doesn't need airtime.8 minInfo
  5. +20′One discussion topicTip: Pick it in advance and phrase it as a question, for example "How should we cover the phones during the summer?" Talk in groups of three or four for seven minutes, then share.15 minDiscuss
  6. +35′What we decided and who owns it5 minDecide
  7. +40′Actions, owners and datesTip: Read the actions back. The summary goes to everyone, including people who missed the meeting.5 minWrap-up

In short

A staff meeting agenda lists what a team will cover, in order, with time for each item. This 45-minute agenda opens with a two-minute check-in poll and wins, keeps updates to what needs a reaction, spends 15 minutes on one real discussion topic and ends with actions, owners and dates everyone receives in the summary.
Time
45 minutes
People
5 to 100 staff
Interactive
Check-in poll, wins on phones
Plan
Free

Updated October 4, 2026

What's inside

By the end of this meeting, everyone has been heard on one topic that matters, knows what changed this week and leaves with clear actions. The full agenda is drawn to scale above: every block has its own timer when you run it live.

How to run it

  1. 1Send written updates the day before so the meeting can be about discussion, not reading out news.
  2. 2Open with the check-in poll and wins. They take eight minutes and change the mood of the whole meeting.
  3. 3Choose one discussion topic that genuinely needs the whole staff, and phrase it as a question.
  4. 4Use small groups for the discussion so more people speak than in a full-room conversation.
  5. 5End with owned actions, and send the summary to everyone.

Questions people ask

What should be on a staff meeting agenda?
A quick check-in, wins and recognition, last meeting's actions, short updates that need a reaction, one discussion topic and new actions with owners. Put pure information in writing instead.
How often should you hold staff meetings?
Weekly or every two weeks suits most teams. Larger all-staff meetings often run monthly or quarterly, with smaller team meetings in between.
How do you make staff meetings more engaging?
Ask people to take part from the first minute with a poll or check-in, celebrate wins, discuss real questions in small groups and keep announcements out of the meeting.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
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Free to use and to run live. No card needed.

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